Administrative Supervisor (Administrative Associate 4)

The Division of Computational Medicine in the Stanford Department of Medicine is advancing the future of health at the intersection of biomedical informatics, artificial intelligence, and clinical medicine. Our interdisciplinary community of faculty, trainees, and staff transforms complex data into real-world solutions that improve patient care and drive scientific discovery.

We are seeking a highly experienced and strategic Administrative Supervisor (Administrative Associate 4) to serve as the primary administrative and operational partner to division leadership. This is a high-visibility, high-impact role for someone who thrives in complexity, exercises strong judgment, and enjoys building systems that enable innovation.

The Impact of This Role

Reporting to the Administrative Division Director and partnering closely with the Division Chief, the Administrative Supervisor plays a central role in ensuring the division operates with clarity, efficiency, and compliance.

You will translate leadership priorities into action — overseeing division-wide operations, strengthening infrastructure, and proactively identifying risks and opportunities. This role serves as the connective tissue across faculty, staff, trainees, and central university partners.

Key Responsibilities:

Strategic Operations & Leadership Partnership

• Act on behalf of division leadership to establish priorities, triage complex matters, and drive resolution with minimal supervision.
• Provide support to operational oversight across HR operations, academic affairs, postdoctoral affairs, finance coordination, and general administration.
• Monitor division activities, staffing trends, and strategic initiatives to anticipate needs and inform leadership decision-making.
• Serve as the escalation point for sensitive personnel or policy matters.

HR & Workforce Operations

• Provide administrative support for HR items, including staff recruitment, onboarding, performance management cycles, employee relations coordination, and separations.
• Advise leadership on workforce planning, retention risks, and compliance considerations.
• Oversee faculty and trainee lifecycle processes from recruitment through separation, ensuring documentation, funding transitions, and deadlines are proactively managed.
• Coordinate visa-related matters in partnership with Bechtel and relevant university offices.

Team Supervision & Development

• Supervise and mentor Administrative Associates, set performance expectations, allocate workload, and ensure consistent, high-quality execution.
• Foster a collaborative, accountable, and service-oriented team culture.

Systems, Reporting & Process Improvement

• Develop operational dashboards and tracking tools (e.g., Smartsheet, Oracle, Google Suite) to enhance visibility and transparency.
• Design and implement structured workflows to improve HR operations, recruitment tracking, onboarding coordination, and administrative efficiency.
• Identify systemic risks or workflow gaps and implement sustainable solutions in partnership with HR, Academic Affairs, OPA, and Finance.

Division Administration & Communications

• Manage the Division Chief’s complex calendar and travel with autonomy and discretion.
• Draft and edit briefing materials, reports, and communications for internal and external audiences.
• Oversee division meetings, retreats, and events, ensuring strong execution and budget alignment.
• Maintain accurate and strategic division communications and website content.

Why Join Computational Medicine?

This role offers direct partnership with academic leadership and broad operational scope across HR, academic affairs, research administration, and strategy. You will have the opportunity to shape infrastructure in a growing and innovative division while building advanced expertise in university operations.

For experienced operations professionals seeking greater autonomy, strategic influence, and leadership exposure, this role provides meaningful impact and long-term growth potential within Stanford.

This position is offered as a hybrid role subject to operational needs. Please submit a resume and cover letter with your application.

If you are a proactive systems thinker who takes ownership, exercises sound judgment, and enjoys enabling high-performing teams, we encourage you to apply.

EDUCATION & EXPERIENCE (REQUIRED):

• High school diploma and six years of administrative experience, or combination of education and relevant experience.

KNOWLEDGE, SKILLS AND ABILITIES (REQUIRED):

• Advanced computer skills and demonstrated experience with office software and email applications.
• Proven success in following through and completing projects.
• Excellent organizational skills and attention to detail.
• Excellent verbal and written communication skills.
• Excellent customer service and interpersonal skills.
• Ability to prioritize, multi-task, and assign work to others.
• Ability to take initiative and ownership of projects.
• Ability to routinely and independently exercise sound judgment in making decisions.

PHYSICAL REQUIREMENTS:

• Constantly perform desk-based computer tasks.
• Frequently sitting.
• Occasionally stand/walk, reach/work above shoulders, grasp lightly/fine manipulation, grasp forcefully, use a telephone, sort/file paperwork or parts, lift/carry/push/pull objects that weigh up to 10 pounds.
• Rarely twist/bend/stoop/squat, kneel/crawl.

Additional Information

• Schedule: Full-time
• Job Code: 4099
• Employee Status: Regular
• Grade: G
• Requisition ID: 108726
• Work Arrangement : Hybrid Eligible